Creating an Event in ASTRA Sarah Lockwood Facilities Scheduling - PowerPoint PPT Presentation

Creating an Event in ASTRA Sarah Lockwood Facilities Scheduling Manager Western Oregon University

Important things to note: • Events need to be requested between 4 – 180 days of the event date • Weekly department meetings can be scheduled for up to one academic year at a time • Student club/organization meetings can be scheduled one term at a time, following the 5 th week of the previous term • Long standing traditional campus events (ie. Pow Wow, Hawaiian Luau, etc) can be scheduled up to one year in advance

Finding ASTRA

Login Use your portal login After logging in select ‘Request an Event’

Fill out the request form

Details Date, time, (create) assign rooms

Add more details You can create several meetings in one reservation request

Submit

Receive a receipt in your email

Confirmation This is only confirmation of the request!

Processing • Either myself of one of my Facilities Scheduling Assistants will contact you if we need further information or your event is approved • If outside of the WUC, we have to request permission from building manager • If an academic space, we can only request and schedule once the class schedule has been published • If setup is needed, we will send you a diagram to approve

Details you need to finalize • Will your event need parking? – contact Laura Freeborn • Will your event provide food? – contact Chris McGough or submit a Food Waiver, if necessary • Do you need to fill out alcohol paperwork? – Submit paperwork from WOU website to the VPSA office • Will your event need sandwich boards? – Reserve through the WUC information desk • Will your event need AV support or go beyond building hours – contact Sarah Lockwood or Chelsee Blatner • Will you be housing guests? – contact Lindsey Gibson • Will you be hosting a conference that will bring in revenue or off campus guests? Contact Trina Horsey • Would you like your event published on the: • WOU calendar – contact Strategic Communications & Marketing • ASWOU calendar – Contact Director of Public Relations

Help? Come see me! Sarah Lockwood Student Engagement – 210 E Werner University Center lockwoods@wou.edu 503-838-8088